UNDP Jobs - 51129- Administrative Assistant

Administrative Assistant - Peacebuilding Fund Secretariat (Open to Yemeni Nationals Only)

Location :

Sana'a, YEMEN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

15-Nov-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year (renewable)

Languages Required :

Arabic English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The Joint Steering Committee (JSC) was established in September 2013 and is co-chaired by the Prime Minister, the Special Adviser of the United Nations Secretary-General for Yemen (SASG) and the United Nations Resident Coordinator. The Prime Minister has delegated the chairmanship of the JSC to the Minister of Planning and International Cooperation and the SASG has delegated it to the Senior Officer of the Office of the SASG based in Yemen. The Government is represented by the Minister of Finance, the Minister of Foreign Affairs and the Secretary General of the Prime Minister Office; bilateral donors are represented by the GCC, Netherlands, Turkey, UK and US; the multilateral agencies by IOM, UNDP and UNHCR; and the INGO Forum Chair represents the international NGOs. Finally a representative of the Yemeni society is in the process of being added.

The PBF Secretariat in Yemen will be set up to provide key support to the Joint Steering Committee, particularly though not exclusively through coordination of RUNO activities in support of achieving results identified by the Peacebuilding Priority Plan. The tasks of the Secretariat, among others, include the coordination of the implementation of the Yemen Peacebuilding Priority Plan, the organization and preparation of JSC meetings, conducting consultations with relevant stakeholders, communicating the process of implementation of the PPP to all relevant stakeholders, as well as monitoring and reporting on the peacebuilding outcomes of the PPP. To ensure the full engagement of national actors, including Government and civil society, the Secretariat will also be expected to provide capacity building on topics relevant to peacebuilding to the national and local authorities, implementing partners and the people involved in the peacebuilding programme. The Secretariat serves as an interface between the strategic decision-making level bodies, the state institutions and the UN Agencies in the country and PBSO.

Under the guidance and supervision of the Peacebuilding Programme Officer, the Project Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Project Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to preparation of administrative team results-oriented work plans.

Ensures effective and efficient functioning of the project, focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Translation of simple correspondences, when needed.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

Performance of a Buyer role in Atlas and preparation of POs for travel activities;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Administrative support to conferences, workshops, retreats;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Custodian for management of project office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources. Preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services.

Support knowledge building and knowledge sharing, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Functional Competencies:

Client Orientation:

Reports to internal and external project clients in a timely and appropriate fashion;
Organizes and prioritizes project work schedule to meet client needs and deadlines.

Job Knowledge/Technical Expertise:

Understands the work processes and methods of work regarding this position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Identifies new and better approaches to work processes and incorporates same in own work;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

Demonstrates ability to identify problems and proposes solutions.

Promoting Accountability and Results-Based Management:

Gathers and disseminates information on best practices in accountability and results-based management systems.

Promoting Organizational Learning and Knowledge Sharing:

Researches best practices and poses new, more effective ways of doing things;
Identify relevant information and existing research and analysis relevant to the work of the PBF Secretariat;
Provides inputs to PBF Secretariat reports.

Required Skills and Experience

Education:

Secondary education;
Certification in administration desirable.

Experience:

6 years of relevant experience in administration or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language:

Fluency in English and Arabic languages.